Information and guidelines for keeping your residing and campus addresses up to date.
Advance on My Pay
Payroll Services is not authorized to give you an advance on your next paycheck unless you weren't paid, were not paid correctly, or have terminated employment with the University of Iowa. (Reference Salary Advances, University Operations Manual.)
University Benefits provides comprehensive benefit-related services for faculty, staff, students, and retirees. Benefits include health, dental, life, disability, accidental death and dismemberment, long-term care, health and dependent care spending accounts, retirement plans, leaves of absence, catastrophic leave and donations, workers' compensation, vacation, sick leave, and a web based enrollment system.
Direct deposit is mandatory.
Your paycheck will be deposited on your payday unless payday falls on a weekend day or a holiday. If your payday is a weekend day or a holiday, your paycheck will be deposited on the first banking day after the weekend or holiday. For instance, if your payday falls on Saturday your paycheck will be deposited on Monday, unless Monday is a bank holiday, in which case the deposit will be Tuesday.
To set up or change your bank information, go to Employee Self Service to complete an interactive direct deposit form that will electronically update your payroll records. For additional instructions on setting up your direct deposit, see Setting Up Direct Deposit (pdf).
You may distribute your pay up to a total of three direct deposit accounts. Multiple direct deposit accounts must be set up or changed on Employee Self Service. Please visit setting up multiple direct deposits and multiple direct deposit examples for more information.
Direct deposit accounts cannot be set up for banking institutions outside the United States.
Deadline for changes is 12 p.m. (noon) four business days prior to the payday.
For additional information contact Rox Schomers, 319-335-2803.
Employment Eligibility Verification (Form I-9)
New hires and rehires must complete the Form I-9 in person with their department representative using the I-9 Management System. The form must be completed within the first three days of paid employment. Additionally, certain situations may require an employee to reverify employment eligibility (section 3 of Form I-9). Please refer to Faculty and Staff Immigration Services for more information.
The university uses The Work Number from Equifax Services to verify current or past employment for UI faculty, staff, and U.S. students (International Student and Scholar Services verifies employment of international students). Learn how to use this service to verify employment or income to lenders, banks, property rental companies, and others.
If an employee or an employee’s department requests that an extra compensation payment be paid outside of the employee’s regular payroll, the payment is subject to supplemental tax withholding. Supplemental withholding rates are 22 percent for federal tax and 6 percent for Iowa tax. If appropriate, Social Security and Medicare taxes also will be withheld at 6.2 percent and 1.45 percent, respectively.
For example, if an employee who is normally paid on the first of the month makes a request for extra compensation to be paid by an off-cycle payroll, the tax will be withheld at the supplemental rates. If the employee elects to have the extra compensation payment paid with their next monthly payroll, the tax is computed using the graduated withholding tables.
Individuals who receive fellowship payments through University of Iowa Payroll Services should review the fellowship payment rules that apply.
The University of Iowa adheres to all regulations regarding all types of garnishments. For information on child support garnishments, contact Marianne Stratton, 319-335-2420. For all other garnishments, contact De Benoit, 319-335-3426, or June Lester, 319-335-2383.
Gift certificates of any amount given to an employee may have tax implications and should be reported to Payroll Services. The Taxable Items Worksheet (docx) can be used for the reporting. Gift cards cannot be given to reward employee performance. Gift cards given to an employee cannot exceed $100 within the calendar year. Please reference Cash Awards and Gift Certificates, University Operations Manual for additional information or contact Terri Hein, 319-335-2374.
HR Unit Representative
Your HR unit representative is an excellent resource for questions about your employment. You can find your HR unit rep by clicking My HR Unit Rep on Employee Self Service.
Your University of Iowa photo ID Card is your official identification card, providing access to facilities and academic services across campus. For information about your ID card, please visit the Iowa One® Card website.
Identity Theft and Tax Fraud
The University of Iowa encourages employees to remain vigilant and pro-active in protecting personal information.
Two-Step Login protects user and institutional data by requiring users of university systems including Employee Self Service to login using their HawkIDs and passwords and a device only they possess (usually a mobile phone). This prevents unauthorized access using stolen credentials.
The Federal Trade Commission (FTC) has developed a website with identity theft information. The easy-to-use site includes step-by-step guidance for victims of identity theft (not just tax fraud), sample letters, and contact information for different accounts such as investment, student loans, utilities etc. In addition, Iowa Department of Revenue provides information on identity theft and reporting fraud.
Independent contractors generally possess special knowledge and skills and perform short-term or intermittent work not performed by employees. They are not supervised by university employees (and don't supervise UI staff), and they provide similar services for other hiring organizations. Learn more about how to distinguish independent contractors from employees and correctly make payments to independent contractors.
When an employee receives compensation from the clerk of court for jury duty service, they must reimburse the University of Iowa for their time away from work. Jurors are paid a daily rate plus mileage. The daily rate amount should be turned over to the University. The employee should restrictively endorse the check from the court by writing "Pay to the order of the University of Iowa" and signing their name on the back of the check. The check should be sent to Payroll Services, 120-30 USB, along with the employee's name and ID number.
If the payment includes mileage, the employee should cash their jury duty check and then write a personal check to the University of Iowa for the amount of the jury payment, excluding mileage. Send the check to Payroll Services, 120-30 USB.
For county court, two days of jury service would be $60. Grand jury and federal court payments may be a different daily amount than county court. For additional information, contact Marianne Stratton, 319-335-2420.
Lost or Damaged Payroll Checks
If your paper payroll check is lost or damaged, you will need to contact Payroll Services to report it and to request a reissue of that check. The replacement check will be available for pick up at Payroll Services in 120-30 USB.
Name changes for current or former students must be processed through the Registrar Service Center, 17 Calvin Hall (8 a.m. to 4:30 p.m.). Follow instructions on the request for name change form.
Federal regulations state that the name on your payroll payments and your W-2 should match the name on your Social Security card. You must change your name with Social Security before changing your name with the University of Iowa. The local Social Security Administration office is located at 1100 6th Street, Suite 100, in Coralville.
Nonresident Alien Taxation
The University of Iowa adheres to all tax regulations for employees with nonresident alien and resident alien status. For more information, email firstname.lastname@example.org.
When an active employee is overpaid, the amount of the overpayment will be deducted from the employee's next check. If the amount of the overpayment is greater than the next check, a letter will be sent to the employee regarding the remaining overpayment. The balance due should be sent to University Billing and payment(s) made through that office.
If the overpaid employee is no longer working at the university or is on an extended leave, they will receive a letter from Payroll Services regarding the overpayment. The balance due should be sent to University Billing and payment(s) made through that office.
Once the overpayment is paid in full, all necessary adjustments to the employee's earnings and taxes withheld will be made. If the overpayment is not paid in full in the same calendar year as the overpayment occurred, the W-2 issued in the year the overpayment occurred will not be correct.
If the overpayment is repaid in a different calendar year than when the overpayment occurred, the employee will receive a corrected W-2 for adjustments for Social Security and Medicare taxes if appropriate (the corrected W-2 is for the employee's records only). They will also receive a receipt for the amount repaid—this will need to be attached to their personal income tax return for the year in which the overpayment was repaid.
Your paycheck on the first of each month is for your salary earned the previous calendar month. If you are eligible for overtime, shift pay, etc., these pay adjustments are paid one month in arrears. In other words, on Dec. 1, you are paid for your November salary and for overtime adjustments from October (if you are eligible for these pay adjustments).
Certain deductions are made on employees' checks. Some university offices initiate the deductions or adjustments. For specific information about:
- Parking deduction: Visit Parking and Transportation.
- Accounts receivable deduction: Refer to your University Bill link on Employee Self Service or visit the University Billing website.
- For all other type of adjustments or deductions, please email Payroll Services.
Paycheck Earning Statements (Paycheck Stubs)
Employees may access and print copies of their earning statements (paycheck stubs) from Employee Self Service. These statements are listed in View Paycheck History under the Payroll Tab. You can view and print copies of statements from this site. You will need to have Two-Step Login enabled in order to access this information.
The university must withhold four kinds of taxes from your paycheck.
- Social Security tax is 6.2 percent of your salary to a maximum salary of $137,700 for 2020.
- Medicare tax is 1.45 percent of salary up to $200,000 and 2.35 percent for wages in excess of $200,000 paid in the calendar year.
- Federal tax is based on how the Federal Form W-4, Employee's Withholding Certificate, is completed.
- State tax withholding is calculated based upon what is claimed on the state W-4 Withholding Allowance Certificates. On these certificates, the more allowances claimed the less tax withheld. If zero allowances are claimed, the maximum tax is withheld.
Salaried employees are paid monthly on the first of each month. When payday falls on a weekend or holiday, paychecks are issued on the first business day after the first of the month.
Your paycheck on the first of each month is for your salary earned in the previous calendar month. If you are eligible for overtime, shift pay, etc., these pay adjustments are paid one month in arrears. In other words, on Dec. 1 you are paid for your November salary and any pay adjustments from October.
Academic year appointments are paid in twelve installments, Aug. 1 through July 1. New faculty are paid for two-twelfths of their pay on Sept. 1 (for the months of July and August.)
Semester appointments are paid in five installments. First semester is paid on Sept. 1 through Jan. 1, and second semester is paid Feb. 1 through June 1.
Hourly employees are paid biweekly on every other Tuesday. When the biweekly payday falls on a holiday, paychecks are issued on the first business day after the payday.
You can find detailed information and payroll schedules for pay period dates, time record due dates and check issue dates under the payroll calendars section.
Payment Determination Guidelines
Payments to university employees, students, and others include regular compensation, scholarships, fellowship stipends, and reimbursement for education and travel expenses. See this guide to various kinds of payments, including processing systems, tax implications, and more: Payment Determination Summary
Research Subject Payments
Please see UI policy on research subject payments for more information. Research subject payments are created using a Non-Services eVoucher in the ePro System.
University of Iowa staff members except students, medical house staff, fellows, adjunct faculty, and temporary staff with short-term appointments of less than six months are required to participate in the Iowa Public Employees Retirement System (IPERS), or in the university funded retirement plan with Teachers Insurance and Annuity Association Fund (TIAA). Review retirement plan comparisons for annual contribution rates.
Staff members also may elect to participate in the Voluntary Retirement Savings Program (VRSP). If you have more than one employer and have VRSP deductions from both employers, it is your responsibility to be aware of the limit amounts.
Rewards and Recognition
The University of Iowa participates in TreasuryDirect, a program for purchasing electronic U.S. Treasury products, including savings bonds. In order to participate in payroll deductions for savings bonds, participants will need to open a TreasuryDirect account at www.treasurydirect.gov. Once your account is established, you can use Employee Self Service to establish your monthly payroll deduction in any amount you choose. Additional information is available from University Benefits.
SEIU Pay Adjustments
Check with your supervisor to find out your comp time balances and what is included in "Adjustments to Pay" on your paycheck earnings statement. Each University of Iowa Health Care department is provided with a detailed listing of all pay adjustments for the pay period.
Self Service Password Problems
Problems with your password can be easily corrected. Visit the UI Hawk-ID Guide for assistance.
Short Hours Form
Graduate students may be exempt from FICA (Social Security and Medicare) tax if their department completes a short hours form and files that form with the Registrar's Office. To obtain the form, call the verification department at the Office of the Registrar, 319-335-0229. Find more information on student FICA tax exemption.
Stale Dated Payroll Checks
A paycheck is considered stale dated if it is held for a period of six months or more. At that point, a bank is no longer obligated to pay on it. If you receive notice from your bank that they are unable to cash a check because it has stale dated, or if you are still holding an un-cashed paper check dated past six months, you will need to contact Accounts Payable to request a reissued check. Accounts Payable is located at 202 Plaza Centre One with office hours Monday-Friday 8 a.m. – 4:30 p.m. Phone number is 319-335-0115.
Student FICA Tax Exemption
Graduate students may be exempt from FICA if they are registered for 0-2 credit hours or more and if their department completes a short hours form (see above) indicating that the student is engaged in research in fulfillment of a degree requirement, writing a dissertation or thesis, or preparing a prospectus. This form must be registered with the Office of the Registrar. Find more information on the student FICA tax exemption.
Termination of Employment
Salary earned in your final pay period will be paid on the normal pay date. For example, if you terminate in November, your November salary will be paid on the Dec. 1 paycheck.
Payouts for your accrued unpaid vacation, qualifying sick time (up to $2,000 for unused accumulated sick leave if you are age 55 or older), compensation and overtime hours generally are disbursed as a separate payments typically on the pay date immediately following your regular pay period. For example, if you terminate in November, your payout for unused vacation hours and November time record adjustments will be paid on the Jan. 1 paycheck. These final payments will be deposited into your active direct deposit account. If you have no active direct deposit account, a paper check will be mailed to the most recent home address on file for you.
Your department will revoke your access to computer networks, systems, email, and passwords upon your termination. Employee Self Service will remain available for 18 months, provided your password is kept current. If access is denied, follow the Help Desk instructions on Employee Self Service.
Please remember to go to Employee Self Service to make the necessary changes to your address so your W-2 tax form can be mailed to the appropriate place. Your final W-2 will be mailed to you prior to Jan. 31 of the calendar year following your final paycheck. For example, if you terminate in November 2019, you will receive your vacation payout in January 2020 and you will receive your final W-2 from the University of Iowa in January 2021.